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Our client, a large FM company, have an urgent need for a Contract Facilities Coordinator. Based nera Hounslow/Heathrow. This is a full time, office based assignment for 2 months, starting ASAP
The main duties include:
- Compliance and reactive job administration for assigned buildings and sites.
- Daily monitoring of PPM completion to meet SLAs and KPIs.
- Weekly and monthly reporting on outstanding PPMs.
- Planning engineer PPM jobs, booking engineers to sites, and assigning subcontractors.
- Ensuring statutory certificates, CAFM system updates, and RAMS for site attendance.
- Issuing annual purchase orders to subcontractors.
- Reviewing subcontract periodical planners for accuracy and making amendments.
- Rolling over contracts and agreeing sub-contractor costs annually with the Contract Manager.
- Handling certificate failures, arranging remedial works, and obtaining quotes.
- Monitoring shared emails and systems to ensure reactive calls are responded to within SLAs.
- Managing out-of-hours calls, completing jobs, and relaying updates to customers and the Contract Manager.
- Updating IBMS/portals with job updates until completion.
- Keep customers updated on reactive calls until completion. Update CAFM system.
- Attend weekly and monthly customer meetings with the Contract Manager to ensure efficient job completion.
- Prepare quotations for breakdowns, extra works, and projects via IBMS and contact suppliers.
- Place orders for PPM activities, breakdowns, extra works, and project works.
- Prepare monthly reports in line with contract requirements.
- Manage WIP timely and liaise with ABM Finance.
- Liaise with engineering teams on the contract for Site Logbook completion.
Ideal experience
- FM / contracts administration experience.
- Good understanding and experience of finance and WIP management.
- Ability to work in a fast-paced team under pressure.
- Outstanding communication skills.
- Ability to prioritise workload and build relationships with stakeholders.
- Excellent attention to detail and process follow-through.
- Proactive attitude and self-ownership.
